Title: Supply Chain Manager

Location:  Addis Ababa

Reports to: Head of Support Services

Grade - F1

Start of Contract & Duration: One year

Posting date: September 8, 2020

INTRODUCTION

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region, and has been operational in Ethiopia since 2009.  With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia and Djibouti, including WASH and shelter provision, child and youth protection, gender based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

OVERALL PURPOSE OF THE JOB

• Responsible for the effective implementation of logistics/procurement systems and functions with a particular focus on compliance to the Operations Handbook.
• Support logistics/procurement staff and functions in all DRC offices.
• Ensure that program staff in the field and head office has adequate logistics and procurement support.   

DUTIES AND RESPONSIBILITIES

Main Responsibilities:

Strategic – Leadership

• Assist the DRC management in reviewing existing procurement and logistics systems and provide assurance that there exist minimum operational procedures and standards.
• Ensure that adequate control mechanisms are in place and procedures are fully compliant and adhered as per the operational handbook throughout the area of operation
• Develop appropriate sourcing strategy & conduct regular market surveys of goods and services; establish and maintain a well-defined supplier database with the goal of establishing standard framework contracts for suitable strategic items and pre-qualify supplier for non- strategic items & services.

Procurement Co-ordination

• Visit each procurement office to assess full compliance and implementation of Operations Handbook across all field offices
• Review ITB (Restricted, National and International) documentation before advertising or inviting suppliers
• Provide remote support for Field Offices in ITB management for purchase agreement (Tender document preparation, TOC report, technical analysis and contract award)
• Compile quarterly reports received from field offices to provide country procurement reports to relevant managers
• Organize procurement trainings for non-logistics staff and small-scale refresher training for procurement staff.
• Ensure implementation of audit recommendations relating to logistics/procurement.
• Coordinate and manage the overall procurement and logistics functions of DRC office in Addis and field offices.
• Ensure conformity to procedures and timely delivery of goods and services.
• Ensure all procurement processes comply with DRC’s and individual donor policies and procedures.
• Oversee the implementation and monitoring of procurement processes in the Country
• Ensure that programs have submitted quarterly procurement plans and coordinate procurement with the concerned program managers to ensure the right quality/specification and timely delivery of goods.
• Work with the HoSS, Area Managers and Program Managers to set up framework agreements (FWA) with reliable suppliers as well as developing approved supplier’s database for non FWA purchases.
• Ensure that all field offices report timely with agreed API’s. This includes correcting, follow-up and consolidating of all API defined procurement and logistics documents. When consolidated, these will have to be sent to the regional office on the 15^th of each month.

Fleet management

• Ensure compliance and implementation of Operations Handbook across all field offices.
• Provide quarterly comprehensive country reports on fleet management (costs) to SMT.
• Advise on any increase/improvement of fleet capacity in country.

Asset Management

• Ensure compliance and implementation of Operations Handbook across all field offices.
• Provide quarterly comprehensive country reports on Inventory/Assets to SMT.
• Implement any available tools to improve the inventory management.
• Provide guidance in disposal methods for unused or expired Asset with prior Donor/DRC Country director approval.

Warehouse Management:

• Ensure compliance and implementation of Operations Handbook across all field offices.
• Provide quarterly comprehensive country report on warehouse inventory to SMT (list and stock value in hand).
• Provide guidance in disposal methods for unused or expired commodities with prior donor/DRC Country Director approval

DRC Dynamics ERP System

• Ensure proper application of ERP supply chain processes in the Country
• Follow up proper uploading of procurement documents on share point
• Apply reports and data analytics from ERP supply chain system to improve supply chain performance

Technical/Operational Support

• Provide support and work closely with the budget holders in developing procurement plans and advising on logistical needs for new and existing projects.
• Assist all project managers in planning of procurement and ensure that all required documents are forwarded by the budget holders including clear specifications, project, budget lines and appropriate authorization.  
• Undertake regular supervisory, monitoring and support visits to all field offices.
• Provide technical advice to Area Managers regarding vehicle maintenance, office equipment and generators etc.
• Undertake swift check on fixed asset control and ensure all fixed asset are recorded and reports are submitted regularly (15^th of each month).

Reporting and Documentation

• Ensure that all procurement and logistics reports from the field offices are prepared, compiled and submitted on a quarterly basis.
• Prepare quarterly Procurement KPI’ detailing all procurement trackers and other relevant information.
• Ensure all donor reports for assets are completed and submitted on time.

People Management

• Lead and manage the Logistics and procurement team (including design of proper functional organogram, segregation of duties, people planning, staff well-being and development)
• Directly line manage and supervise procurement and logistics staff in the country office and ensuring that they have clear job descriptions, objectives & work plans.
• Organize training and capacity building on fleet management, warehousing , procurement to all relevant staff and enable them fulfil their duties and responsibilities.
• Carry out all performance management activities including: performance planning, monitoring, and annual performance appraisals.
• Create staff annual leave plan & help staff to relax & avoid burnout.

All DRC roles require the post-holder to master DRC’s core competencies:

·       Striving for excellence: You focus on reaching results while ensuring an efficient process.  

·       Collaborating: You involve relevant parties and encourage feedback.  

·       Taking the lead: You take ownership and initiative while aiming for innovation.  

·       Communicating: You listen and speak effectively and honestly.

·       Demonstrating integrity: You act in line with our vision and values.  

·        Master's degree in e.g. Logistics and/or Supply Chain Management

·        Certification in Humanitarian Logistics Supply Chain (desired if no academic degree)

·        Driving license Minimum 5 years of experience in humanitarian logistics management within the field of supply chain management, fleet management, asset management, and distribution support

·        At least 3 years' experience with people management

·         Knowledge and experience of dealing with service providers and contractors’ management

·        Excellent computer skills in MS Word & Excel, as well as experience working with an ERP system

·        Experience with standard procurement procedures and documentation.

·        Experience with construction and site project management

·        Experience with auto mechanics or electrical installations

·        Experience working in an (I)NGO